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PRIMS 2011
“HOW DO I”……Instructions
The CFL’s Guide to PRIMS 2011
Launched: August 2011
Purpose: This document is designed to assist CFL’s in
maneuvering their way around the new PRIMS 2011
application. It provides step-by-step instructions.
How Do I...?
Add a new PFA Schedule in PRIMS
This feature is no longer available
Update the Command Screen
Go to command screen
Enter UIC
Click Get command information
Right click on UIC (under command detail)
Select edit command information
Use the cell block to the right to update CO/CMC/CFL
information (search for CO/CMC/CFL)
Fill in First, last name and SSN (last four)
Select member from search
Select accept
Fill in ALL cells including Echelon II data
Phone numbers have to be digits (even if they are 0’s
for DSN)
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Once all cells are filled in – click save command data
If the CO/CMC/CFL data will not save – you will need
to tab over to members tab – update member record (edit
icon by members name) to ensure phone and email are
updated. Click save and then go back to command screen to
update.
View Command Authorizations
Go to command screen
Enter UIC
Right click on UIC for drop down menu
Select Command authorization
Let screen populate and view data
Gain access to PRIMS as the Command Fitness Leader (CFL)
For access, the attached document is a sample
letter sample letter which must be submitted to the Physical
Readiness Program Officer on command letter head: The letter can
be faxed to 901-874-2054 or emailed to [email protected]. Once
it is received the CFL will receive confirmation when the
request has been processed.
cfltransferLetter.doc
Add an Assistant CFL
Go to Member screen
Input UIC to locate member
Click Search for members
Locate member
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Expand at arrow by members name
Click on authorization tab
Click on blue plus sign to add authorization
Enter UIC
Click on Get command structure
Grab department and drag over to member’s name
ACFL1 access should appear
How to delete ACFL1/Read only access
Go to Member screen
Input UIC to locate member
Click search for members
Locate member
Expand at arrow by member’s name
Click on authorization tab
Click on red X to delete
Program will confirm deletion
Click yes
Add Read Only Access
Go to Member screen
Input UIC to locate member
Click search for members
Locate member
Expand at arrow by members name
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Click on authorization tab
Enter UIC
Click on Get command structure
Drag Read Only to member authorization
Authorization will appear
Input a Medical Waiver
Go to Member screen
Input UIC to locate member
Click search for members
Locate member for medical waiver
Expand at arrow by members name
Click on medical waiver tab
Click on blue plus symbol to add medical waiver
Fill in data for medical waiver
Click Save
Note: Medical Waivers MUST be entered in PRIMS before PFA data
entry.
PFA record will populate
Go to PFA tab
Expand at arrow by members name
Select cycle
Edit PFA record (pencil icon)
Edit Medical Waiver
Go to Member screen
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Input UIC to locate member
Click search for members
Expand at arrow by members name
Click on medical waiver tab
Expand at arrow to view medical waivers
Click on Edit Icon
Edit medical waiver
Click save
Click OK
Input a Physical Fitness Assessment (PFA) Record
Go to Member screen
Input UIC to locate member
Click search for members
Locate member to add PFA record
Click on arrow by members name to expand
Click on blue button to add new PFA record
Go to Height/Weight tab
Fill in required data for BCA
Note: If member is out of BCA standards, a message will appear
stating that the member will automatically be enrolled in FEP.
The member will not be authorized to participate in the PRT
portion of the PFA. A page 13 will also be automatically
generated in NSIPS for enlisted personnel. The CFL must generate
a LON for Officers failures from PRIMS.
Click calculate
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If member is within standards, PRIMS will prompt
PRT data entry is required
If yes, click yes
The screen will automatically go the Physical
Readiness tab
Enter PRT data for overall score
Note: If member fails one or more of the PRT components, the PFA
will be scored an overall FAILURE.
Click save
Return to page
Edit a PFA record
Go to Member screen
Input UIC to locate member
Click search for members
Locate member to add PFA record
Click on arrow to expand at member name
Click on edit icon (pencil in box)
Click on tab (Height/weight or Physical
Readiness Test) to edit (you have 3 months for date of BCA to
edit record)
Edit BCA/PRT record
Click calculate
Delete PFA record
You are not authorized to delete a PFA record
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Input a Fitness Enhancement Program (FEP) Record
Go to Member screen
Input UIC to locate member
Click Search for members
Locate member add PFA Record.
Click on FEP tab.
Click on blue plus to add a FEP record.
Fill in required data to enroll member into FEP
(only fill in start date and enrollment reason).
Save on pop up screen
Input PARFQ
Go to Member screen
Input UIC to locate member
Click search for members
Locate member to add PFA record
Click on arrow to expand at member’s name
Click on PARFQ tab
Click on blue plus symbol to add a new PARFQ
Select cycle, completion date and answer
questions (fill in answers by clicking on circles with mouse)
Save PARFQ
Confirm and save
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Print PARFQ
Go to Member screen
Input UIC to locate member
Click search for members
Click on member report icon (charts)
Select PARFQ
To print report – select printer icon (document
will print to PDF)
Print Failing SF600
Go to Member screen
Input UIC to locate member
Click search for members
Click on member report icon (charts)
Select Failing SF600
To print report – select printer icon (document
will print to PDF)
Run member reports
Go to Member screen
Input UIC to locate member
Click search for members
Locate member to add PFA record.
Click on book icon
Allow screen to populate
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Select report (cycle if applicable)
Allow report to run
To save report – go under the word DOCUMENT on
left hand side of the screen – select option
To view report - go under the word VIEW on left
hand side of the screen – select option
To print report – select printer icon (document
will print to PDF)
Run command reports
Command screen
Input UIC
Click on get command information
Right click on UIC for drop down menu
Got to Command reporting
Select report (cycle or specialty grouping if
applicable)
Allow report to populate
To save report – go under the word DOCUMENT on
left hand side of the screen – select option
To view report - go under the word VIEW on left
hand side of the screen – select option
To print report – select printer icon (document
will print to PDF)
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Transfer a Member into My Command
Command screen
Input UIC
Click GET COMMAND INFO
Right click UIC from drop down menu
Select Xfer member in
Search for member by last four/last name or full
SSN
If member is in the transfer status – data will
appear
Drag member name over to UIC
ACFL must drag name to the Department
If member is located in another UIC – click on
blue ( icon) for command data
Contact CFL listed and ask them to place member
in transfer status
Transfer a Member Out of My Command
Go to members screen
Input member ssn or last name last four
Search for member
Click on first icon by members name (red arrow
with open door)
Use drop down to select reason why
Click Xfer member out
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Update a Member’s Preventive Health Assessment (PHA)
Go to members screen
Input member ssn or last name last four
Search for member
Click edit icon (pencil)
Click on calendar under last PFA
Select date
Save
Obtain a Page 13 for an Enlisted Member
See notes under Key Points (pg 14)
Obtain a Letter of Notification for an Officer
Go to Member screen
Input UIC to locate member
Click on book icon (reports)
Let screen populate
LON (Officers)
Select cycle
Run report
To save report – go under the word DOCUMENT on
left hand side of the screen – select option
To view report - go under the word VIEW on left hand side
of the screen – select option
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To print report – select printer icon (document will print
to PDF)
Manage a Readiness Waiver
Go to Member screen
Input UIC to locate member
Locate member to add/edit Readiness waiver
Click on Readiness waiver tab
Click on blue plus symbol to add or pencil icon
to edit a Readiness Waiver
Fill in data
Save waiver
Manage Nutrition Counseling (ship shape)
Go to Member screen
Input UIC to locate member
Locate member to add/edit Ship shape data
Click on Nutrition Tab
Click on blue plus symbol to add or pencil icon
to edit a Ship Shape record
Fill in data for enrollment
Save enrollment
Setup Departments/Divisions
Command screen
Input UIC
Get command information
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Right click UIC for drop down menu
Edit command information
Once screen populates, right click on UIC for
drop down menu
Select add department
Fill in department name
Click add department (delete department – right
click on department for drop down select delete)
To add Division
Command screen
Input UIC
Get command information
Right click on Department
Add division
Enter division name
Click add division (delete department – right
click on department for drop down select delete)
Mange Member Location Assignment
Command screen
Input UIC
Get command information
Right click UIC for drop down menu
Click on member location
Let screen populate Members appear
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Expand all departments under UIC, to make visible
Drag member over to department name that you
would like for them to be managed
Use the Excel Spreadsheet function - (Use Help Link
Discussion)
Excel spread sheet is available to CFL’s only
Medical waivers do not function in spread sheets
they have to be input online
To use Excel spread sheet, go to Help link
discussion and download the following documents:
PRIMS PFA excel instructions
PFA list items
Download the Excel Spreadsheet
Upload the Excel Spreadsheet
Key points of which to be aware:
1. Page 13 PFA NAVPERS 1070/613 for enlisted members are
completed in NSIPS. They are no longer available in PRIMS.
2. PRIMS data is sent to NSIPS on a weekly feed.
3. The Page 13 will only generate once the PFA record is
complete (BCA and PRT).
4. Once a PFA NAVPERS 1070/613 is generated in NSIPS, PRIMS
will not update NSIPS if PRIMS data in a failing record is
changed to a pass. Some examples:
o Sailor who received a BCA Exception after failing the
BCA.
o Sailor retakes the PFA using the Bad Day Rule and
passes.
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o Any action which changes a failing record to a pass.
5. The capability to delete PFA NAVPERS 1070/613 in NSIPS
is available before verification. Therefore, if the Command
Fitness Leader (CFL) and the command representative for NSIPS
are not the same person, the CFL needs to work with the NSIPS
Command Representative to ensure which PFA NAVPERS 1070/613
should be deleted or verified.
6. Once a PFA NAVPERS 1070/613 is verified, the command
will no longer have the ability to delete it. To have it
removed; the command must submit a request to PERS-31 on
official letterhead citing the issue. For questions concerning
NSIPS/ESR and OMPF page 13 removals, please go to PERS-313
website which has the address, organizational mailbox and fax
number. http://www.public.navy.mil/bupers-
npc/career/recordsmanagement/militarypersonnelrecords/Pages/Cont
actUs.aspx
7. No failed PFA NAVPERS 1070/613s should be verified until
the cycle is over. Verifying a failed PFA NAVPERS 1070/613
indicates the member has been counseled and all required
signatures obtained.
8. Pregnancy is not medical waiver in PRIMS under the
participation status- list them as pregnant
9. If a member starts the cardio portion of the PFA and does
not finish – and does not receive a medical waiver – input 59:59
Run/walk under the cardio category as a result of failure.
PRIMS Errors:
1. If an Object reference error occurs, delete your
temporary internet files and cookies – log out of PRIMS – log
back in.
2. Troubleshooting:
Q1) Ask what type of computers (NMCI/laptops/macs)
A1) PRIMS is not compatible with Macs
Q2) What type of internet service are they using
(safari/internet explorer ect)
A2) PRIMS is not compatible with several different
types of internet services. (Safari/Netscape)
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3. The following software is required to run PRIMS:
Java script
ActiveX
netframe work
Internet Explorer
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Icon Key
Delete:
Word:
Information:
Notes:
Next:
Add:
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Reports:
Edit:
Xfer member out: